Job detail

Base Salary Range 

Level I:  $19.52 - $24.40 - $29.29 per hour

Level II: $22.56 - $28.20 - $33.85 per hour

Depending on qualifications and experience a Facilities Specialist I or II may be considered. 

As part of our team, you’ll enjoy a total rewards package, which includes base salary based on the role, experience, and skill set, along with an exceptional benefits package (medical, dental, vision, life insurance, 401(k), community volunteer time), and generous time off policy. Full-time team members receive a minimum of 10 paid vacation days annually* and eight hours of paid sick leave per month*, while also enjoying 11 paid holidays each calendar year, and an annual float day. *pro-rated from start date and/or hours worked. To view Benefits Summary: Apply > Current Openings > position > attachment.

Position Overview

Heritage Bank is seeking a facilities specialist at our Southern Operations Center in Tacoma, WA. The facilities specialist is responsible for providing semi-routine and broad-based administrative and office support activities to the department, while providing an exceptional level of customer service and satisfaction in accordance with the Heritage Bank Mission, Vision and Values, and effectively balancing service, quality, safety and compliance.

This position is Full Time; typical schedule 40 hours; Monday through Friday 8:00 a.m. to 5:00 p.m. Flexibility is required to work as needed to ensure adequate staffing for events or employee absences.

The successful candidate:   

• Provides assistance and operational support by:  Opening, routing, responding to and filing incoming correspondence, as appropriate; scheduling appointments and meetings, as needed.
• Receives, sorts, files and retrieves forms and documents. Organize and coordinate the flow of communications; interview and screen callers and visitors; may provide information concerning policies, procedures and regulations as necessary, or direct to appropriate personnel. Processes and distributes confidential and time sensitive documents, in a timely manner.
• Enters and updates information in automated systems, in a timely and accurate manner; develops routine spreadsheets and databases; utilizes various software applications to prepare and summarize data and reports, as requested by management.
• Establishes and maintains filing systems; prepares records for storage and/or archiving.
• Coordinates and maintains schedules for routine maintenance and service work schedules of vendors, contractors and service providers; arranges the delivery of services, supplies and equipment to maintain proper inventory levels; documents the receipt and storage of office equipment in a timely and accurate manner.
• Assists site team in resolving problems associated with all building services, to include but is not limited to: janitorial, parking, vending, interior and exterior furnishings, fixtures and equipment.
• Ensures outside services are properly completed in accordance with contracts and work orders, and manages various administrative tasks, including payments to vendors, recording of invoices, etc.
• Maintains current contract files, confidentiality agreements and insurance documentation. Organizes records of systems and associated maintenance; assists in the monitoring of servicing and lease agreements; reviews invoices to validate contractual obligations. Manage proper destruction of documents in compliance with data destruction regulations.
• Maintains supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; and verification of receipt.
• Contributes to the success of the department with willingness to share in all department responsibilities and provide back- up assistance, as required or assigned.
• Gains working knowledge of, and ensures bank activities are performed in compliance with, all state and federal banking laws and regulations applicable to assigned area.
• Understands and complies with all policies, procedures, standards and guidance relevant to assigned job responsibilities.

Requirements:   

• H.S. Diploma or equivalent required. Business Office Management courses and/or certification preferred.
• 2+ years recent related work experience and/or professional administrative office support and project coordination experience required.
• Working knowledge and experience in facilities management in a financial institution preferred.
• Equivalent combination of education, training, and project management experience may be considered.
• Provides an exceptional level of quality service for internal and external customers and responds to needs, questions and concerns in an accurate, effective, and timely manner.
• Ability to develop and maintain positive working relationships with all levels of Bank personnel and elicit cooperation from a wide variety of sources.
• Excellent listening, verbal, written, and telephone communication skills, with the ability to read, write, speak and understand English well.
• Strong attention to detail with the ability to follow written and verbal instructions.
• Strong organizational, problem solving, time management, data review and processing skills; with the ability to manage multiple assignments, ensuring that priorities are set, and meet multiple and sometimes competing deadlines.
• Ability to analyze problems and appropriately manage resources to complete projects and implement timely solutions.
• Working knowledge of administrative and clerical procedures/systems, file and records management, scheduling, travel logistics, meeting and calendar management.
• Math skills to balance accounts and locate routine and non-routine mathematical errors.
• Ability to locate and evaluate new vendors and contractors, follow through the RFP process, and evaluate results independently – preferred.
• Ability to adhere to all safety standards and established work practices – required.
• Proficient use and understanding of MS Office products (Word, Excel, Outlook), working knowledge of facilities and maintenance tracking systems, with the ability to adapt to and learn new technologies quickly.

Work Environment:    

• Climate controlled office environment.
• Work involves being able to concentrate on the matter at hand, under sometimes distracting work conditions and frequent employee and/or customer contacts and interruptions during the day.
• Work requires regular attendance, punctuality and adherence to agreed-upon schedule with willingness to work a flexible and/or rotating schedule. May be required to work Saturdays and/or extended hours, as needed.

Physical Demands:    

• Work may involve the constant use of computer screens, reading of reports, and sitting throughout the day.
• Ability to operate a computer keyboard, multi-line telephone, photocopier, scanner and facsimile, and various hand/power tools, which often requires dexterity of hands and fingers with repetitive wrist and hand motion.
• Typically sitting at a desk or table; intermittently standing, stooping, bending at the waist, walking, climbing, kneeling or crouching to file materials.
• Occasional lifting and/or moving up to 20 lbs (files, boxes, etc.)

Travel Time: Occasional travel will be required to travel to other Bank locations, meeting/site visits, as needed; valid driver’s license, proof of insurance, and access to reliable transportation; or the ability to access and utilize an alternative method of transportation, when needed, to carry out job-related essential functions.

The above statements are intended to describe the general nature and level of work being performed and are not an exclusive list of all qualifications for this position.  

                                                                                                       Heritage Bank is an Equal Opportunity Employer   

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, protected veteran status, disability, or any other basis protected by applicable law.  

Job applicants have certain legal rights. Please click here for information regarding these rights.  

If you need assistance completing the online application, please email: HBRecruiting@HeritageBankNW.com.

Salary Range Disclaimer

The base salary range represents the min, mid and max  of  Heritage Bank’s salary range for this position. Actual salaries will vary depending on factors including, but not limited to, qualifications, experience, and job performance. The range listed is just one component of Heritage Bank’s total compensation package for full time and part time employees. Depending on position, other total compensation rewards may include, monthly, quarterly or annual incentive, and/or bonuses.